The problem
New hires at enterprise clients faced fragmented onboarding: paper forms, missed compliance deadlines, delayed training rollouts, and no single source of truth across HR and department managers.
Onboarding
Enterprise onboarding product, part of a multi-product UX strategy spanning HRMS, Wellness, Rewards & Recognition, Hobby Club, and Sales Incentives.
- Industry
- Employee experience
- Timeline
- Dec 2022 to Present
- Technologies
- Figma, User research, Prototyping, Design QA, AI-assisted analysis, Perplexity, Google Stitch, Claude Design, Figma AI
// Onboarding
Onboarding, without the paperwork
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A mobile and web onboarding platform designed end to end, from research to a scalable design system.
The insight
Paperwork steps are where new hires stall. Making orientation task-driven and mobile-first turns compliance into a routine instead of a chase.
The solution
A unified onboarding experience for mobile and web that digitizes paperwork, streamlines training delivery and orientation scheduling, with analytics to track progress, built on a shared design system.
The impact
Shipped as part of the Advantage Club suite and contributed to product adoption and business growth.
Project Overview
Architected UX strategy and design direction for an onboarding product as part of a portfolio of enterprise employee-experience products.
Owned the end-to-end design lifecycle, including research, prototyping, usability testing, design QA, and post-release quality assurance.
My role
- UX strategy and design direction across product lines
- Led the UX team
- Stakeholder alignment, product discovery, and roadmap planning
- Design execution in Agile/Scrum with Jira
Key Features
- User-centered onboarding journeys for enterprise employees
- Design QA and post-release quality assurance
Challenges & Solutions
Challenge: Translating business objectives into a scalable onboarding experience
Solution: User-centered design strategy, research, and prototyping aligned to engineering sprints.
Takeaways
Part of a product-portfolio expansion that contributed to adoption and business growth.
At a glance
My role
UX strategy and design direction across product lines
Timeline
Dec 2022 to Present
Employee experience
Key decision
A focused next step view with the full list one tap away.
Evidence on this page
2 built, 0 provisional, 0 illustrative, 0 planned
Each outcome below is labeled.
// The problem
What was getting in people's way
How to read this page: the outcomes marked Built are results I can stand behind. Personas, decisions and the problem framing are my design reasoning for this product and are not interview findings. Measured numbers are added only where I hold them.
Onboarding is the first real experience a new employee has with a company, and it runs across HR, IT, managers and the employee at once. The product had to work for all of them while sitting inside a suite that also covers HRMS, Wellness, Rewards and Recognition, Hobby Club and Sales Incentives.
Many owners, one journey
HR, managers and the employee each hold part of the process, so tasks fall between roles.
First week anxiety
New joiners do not know what is expected of them or what comes next.
Consistency across a suite
A new product has to feel like part of the same platform, not a bolt on.
// Strategy
From business problem to measurable outcome
KPIs are what the product is built to move. They are targets until a measured result is shown.
A guided, role aware onboarding flow where every person sees only the next action that belongs to them.
| Business problem | Product capability | KPI | Intended outcome |
|---|---|---|---|
| Unclear next steps | Task based journey per role | Time to first day readiness | Fewer clarifying questions |
| Disconnected HR steps | One checklist across HR, manager and employee | Tasks completed on time | Smoother joining |
| Inconsistent look and behaviour | Shared components and patterns | Reuse across products | Faster delivery |
Joining tasks held in several placestoOne checklist with owners
Employee guesses what is nexttoNext action always shown
HR chases status by messagetoStatus visible on one screen
// Users
Who the product is for
Provisional personas, derived from the workflow and the roles involved. They are not interview findings.
New employee
Feel prepared and know what to do next
- Clear checklist
- Plain language
- Progress visibility
HR administrator
Get joiners ready without chasing
- Status overview
- Reminders
- Templates
Hiring manager
Welcome the person and assign first tasks
- Role specific tasks
- Simple approvals
// Capabilities
What the app can do
A capability map of what the product is designed to do. It describes design scope, not a feature audit.
Role based checklists
Each person sees only the tasks they own.
Pre joining tasks
Documents, forms and acknowledgements completed before day one.
Welcome and orientation
A guided first week with what to expect and who to meet.
Manager tasks
Prompts for equipment, introductions and first assignments.
HR overview
One screen showing who is ready, pending or blocked.
Reminders
Nudges for overdue tasks to the right owner.
Mobile friendly flows
Joiners can finish tasks from a phone.
Suite integration
Connects with the rest of the employee experience platform.
// Scenarios
Before day one
A joiner completes paperwork from the phone over the weekend and sees a clear list of what is left.
First morning
The manager gets a prompt to introduce the team, and the joiner sees who to meet and when.
HR checks readiness
HR scans the status view and chases only the two people who are blocked.
// Process
How I ran the design lifecycle
Stage 01 of 6
Discover
Stakeholder interviews and a review of the existing joining process with HR and product.
// Design decisions
Problem, evidence, decision, trade-off, validation
Each decision is written the same way so the reasoning can be checked.
Decision 01
Show the next action, not the whole process
- Problem
- New joiners freeze when they see forty tasks.
- Evidence
- Design rationale from onboarding flow patterns.
- Decision
- A focused next step view with the full list one tap away.
- Trade-off
- Hides the bigger picture by default.
- Validation
- Watch completion rates and drop off per step.
Decision 02
Role specific views from one data model
- Problem
- Three roles need different slices of the same journey.
- Evidence
- Journey mapping per role.
- Decision
- One underlying checklist with views filtered by owner.
- Trade-off
- More careful permission design.
- Validation
- Review with HR that no task is orphaned.
Decision 03
Reuse suite components
- Problem
- A new product that looks different weakens the platform.
- Evidence
- Suite wide design direction.
- Decision
- Build from shared patterns and extend them only when needed.
- Trade-off
- Less room for one off layouts.
- Validation
- Design QA checks pattern use before release.
// Proof
Product screens
// AI in the process
How AI shapes the design process
This describes the method my team uses. It is not a measured result.
AI at Advantage Club is part of how my team decides what to design next. We use it to read the data, turn it into a usability and engagement report, and write clear design instructions. Designers then use generative tools to produce reference pages and refine them by hand in Figma.
For Onboarding the report looks at where new joiners stall: which steps are skipped or abandoned, how long each task takes, and which documents cause the most back and forth.
Step 1 · AI analysis
Analyze the data
Usage and engagement exports are analyzed to find drop-offs, unused features and unusual patterns.
Step 2 · Perplexity
Check and research
Data sanity checks and secondary research. Numbers and claims are verified before they go into a report.
Step 3 · AI-assisted
Write the report
A usability and engagement report that names the problem screens, the affected users and the likely cause.
Step 4 · Design brief
Turn it into design instructions
Each finding becomes a specific instruction for the new or revised page: what to change, for whom, and what to measure.
Step 5 · Google Stitch, Claude Design, Figma AI
Generate references
The instructions are fed to generative design tools to produce several reference layouts quickly.
Step 6 · Figma
Design and review
Designers choose, rebuild and refine in Figma with the design system, then run usability review before release.
Tools
- Perplexity · Data sanity checks and research
- Google Stitch · Quick UI reference screens from written instructions
- Claude Design · Reference layouts and design exploration
- Figma AI · Variations and cleanup inside the design files
- Figma · Final design, design system and handoff
Guardrails
- AI output is a reference. A designer makes every final decision.
- Data is checked before it drives a design instruction.
- Generated screens are rebuilt with the design system, never shipped as they come.
- Results are stated only when they are measured.
// Outcomes
What exists, and how sure I am
Built
Product shipped as part of the suite
Onboarding was designed and released alongside the other employee experience products.
Built
Adoption and growth
Part of a product portfolio expansion that contributed to adoption and business growth.
// Leadership
My contribution, what is next, what I learned
// What I did
- UX strategy and design direction across product lines
- Led the UX team
- Stakeholder alignment, discovery and roadmap planning
- Design execution in Agile and Scrum with Jira
// What is next
- Activation and completion tracking across the joining journey
- Deeper manager tools
- Personalised first week plans
// What I learned
Onboarding works when each person sees only what is theirs. Most of the design effort went into the hand offs between roles, not into any single screen.
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